Privacy Policy
1. Who we are
PoleProof LLC ("PoleProof," "we," "us") provides an automated auditing service for make-ready and pole attachment estimates and invoices. This Policy applies to our websites and the Service and is incorporated into our Terms of Service. The Service is intended for business users in the United States. PoleProof LLC is independently owned and operated and operates separately from every Related Company. A "Related Company" is any current or former employer of any owner of PoleProof, and any parent, subsidiary, or affiliate of such an employer. PoleProof is not a subsidiary, affiliate, agent, or partner of any Related Company.
2. Information we collect
Information you provide: account information (name, company, business email, password, role); documents you submit through our intake form (estimates, invoices, attachment agreements, prior invoices, correspondence); communications; and billing details, which are processed by our payment processor (we do not store full card numbers). Collected automatically: usage and device data such as log data, IP address, browser and device type, and actions taken, through cookies and similar technologies. From third parties: data used to verify your email domain, prevent fraud, deliver email, and process payments.
3. How we use information
To provide, operate, and secure the Service and run your audits; create and manage your account and verify your domain; generate findings, a Findings Report, deadline tracking, and benchmark comparisons; process payments; communicate about the Service; detect and prevent fraud and abuse; improve and develop the Service, including the audit engine and benchmark as described in Section 5; and comply with law.
4. Legal bases
Where required, we process information to perform our contract with you, for our legitimate business interests in operating and improving the Service, with your consent where we ask for it, and to comply with legal obligations.
5. De-identified and benchmark data
A core part of the Service is a regional benchmark that compares charges across many pole owners and regions. We build and improve it using data derived from documents clients submit.
De-identified and aggregated data is no longer reasonably linkable to you. As described in our Terms of Service, PoleProof owns the de-identified and aggregated data and the benchmark and may retain and use it for any lawful purpose, including after your account closes. We commit to keep such data de-identified and not to attempt to re-identify it except as permitted by law to test our de-identification.
6. How we share information
We do not sell your personal information. We share only with: service providers who host, secure, email, analyze, and process payments under contracts limiting their use; at your direction; for legal and safety reasons; in a business transfer subject to this Policy; and as de-identified and aggregated data per Section 5.
7. Cookies and analytics
We use cookies and similar technologies to operate the site, remember preferences, measure usage, and improve the Service. You can control cookies through your browser; disabling some may affect functionality. We honor recognized opt-out preference signals where required by law.
8. How long we keep your documents, and why we keep them briefly
The estimates, invoices and attachment agreements you send us usually carry a confidentiality duty you owe your pole owner. We treat holding those documents longer than the work requires as a risk to you rather than a convenience to us, so we delete them on a published schedule and keep only the findings that stay useful to you.
These periods are enforced on documents you send through our intake form, where deletion runs automatically. Please do not send documents to us by email. Email lands in a mailbox our automated deletion does not reach, so we cannot hold emailed documents to this schedule.
Documents you send us before you become a client: 90 days from the day you send them.
Documents you send us as a client: we delete them 12 months after your engagement closes. Where our records do not yet link a document to an open engagement, that document is deleted 90 days after you send it, on the same schedule as a document from someone who has not become a client. If you need a document held for the longer period, tell us at privacy@getpoleproof.com and keep your own copy in the meantime.
Your findings, dispute packets and the audit trail behind them: 7 years from delivery, so they remain available to you long after the source documents are gone. If your build is federally funded, this is the material your own record retention obligations are most likely to reach.
Your account information: while your account is active, and afterwards only as long as needed to resolve a dispute or comply with law.
De-identified and aggregated data, which is no longer reasonably linkable to you: indefinitely, as described in Section 5.
You can ask us to delete your documents or your account at any time by emailing privacy@getpoleproof.com. We will verify your request and complete it within 30 days. De-identified and aggregated data is not included, because it can no longer identify you. Keep your own copies of anything you send us, as Section 7 of our Terms of Service also asks; that matters more once you know how short these periods are.
One exception, and it is narrow. If we have issued you an invoice for our own fees, that invoice is a financial record and we do not delete it on request. This covers the invoice itself, the line items showing how the fee was calculated, and the company name and contact details needed to make sense of it. We keep those for as long as tax, accounting and audit obligations require. It does not reach the estimates, invoices and attachment agreements you sent us for auditing: those are deleted on the schedule above whether or not we have invoiced you. If this exception applies to your request we will tell you which records it covers, and delete the rest.
9. Security
We use administrative, technical, and physical safeguards, including access controls and encryption in transit. No method is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your credentials confidential.
10. Your rights and choices
You can access and update your account information by contacting us, opt out of marketing emails, and request deletion of Your Content or your account, subject to our need to retain certain information for legal and legitimate business purposes and understanding that de-identified and aggregated data is not subject to deletion because it can no longer identify you.
11. US state privacy rights
Depending on your state, you may have rights to know, access, correct, delete, or receive a copy of personal information, and to opt out of certain processing. We do not sell personal information and do not share it for cross-context behavioral advertising. To exercise a right, contact privacy@getpoleproof.com. We will verify your request and will not discriminate against you for exercising your rights. Because the Service is a business-to-business tool, some information relates to your company rather than to you as an individual.
12. Children
The Service is for businesses and is not directed to children. We do not knowingly collect personal information from anyone under 18.
13. Third-party links
The Service may link to third-party sites we do not control; their privacy practices are governed by their own policies.
14. Changes to this Policy
We may update this Policy and will update the effective date and provide reasonable notice for material changes. Continued use after changes take effect constitutes acceptance.
15. Contact
PoleProof LLC
Privacy: privacy@getpoleproof.com
General: hello@getpoleproof.com